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Add a Subcontractor SOV to a Commitment

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Objective

To add a Subcontractor Schedule of Values (SSOV) to a purchase order or subcontract.  

Background

In Procore, the 'Subcontractor SOV' tab is enabled on the Commitments tool by default. This tab provides your downstream contractors with a way to provide a detailed breakdown of specific work items on a commitment. This breakdown is entered by your contractors on a separate tab—to ensure the committed amounts on each line item on the subcontract's general 'Schedule of Values' tab remains consistent with the approved agreement. 

Example

Let's assume you are a general contractor and have a subcontract with 'ABC Concrete'. Before your company will approve payment for work items on that subcontract, you want the subcontractor to provide a line item breakdown of each cost code/cost type combination to describe their costs in more detail.

To do this, you can have Procore send an email notification to the designated 'Invoice Contact' on the commitment. This email asks their company to complete the  Subcontractor SOV.  After the subcontractor adds their detailed line item breakdown to demonstrate their labor costs, materials, or other costs associated with the work items, they can then submit the completed data entry back for your review. 

Things to Consider

  • Required User Permissions:
    • To add a line item to the Subcontractor SOV tab of any contract, 'Admin' level permissions on the project's Commitments tool. 
    • To add a line item to the Subcontractor SOV tab of a specific contract, 'Read Only' level permissions or higher if the user is also the designated invoice contact on the purchase order or subcontract. To learn more, see What is an invoice contact?
    • To add a line item to the Subcontractor SOV tab when a contract is not marked 'Private,' 'Read Only' or 'Standard' level permissions on the project's Commitments tool with the 'Create Purchase Order' granular permission and/or 'Create Subcontract' granular permission enabled on your permissions template.
    • To add a line item to the Subcontractor SOV tab when a contract is marked 'Private,' 'Standard' level permissions on the project's Commitments tool and added as an 'Invoice Contact' and as member 'Private' drop-down list with the 'Allow Users to See SOV Items' check box enabled on the purchase order or subcontract. For details, see Create a Purchase Order or Create a Subcontract.
  • Limitations:
  • Additional Information:
    • You must add line items to the Subcontractor SOV before you create subcontractor invoices for the purchase order or subcontract.
  • For companies using the icon-erp-synced2.png ERP Integrations tool: Show/Hide  

Prerequisites

Steps

Create a Purchase Order or Subcontract

Complete the steps in Create a Purchase Order or Create a Subcontract. Then continue by updating the SOV as described in the next step.

Update the Schedule of Values (SOV)

These steps show you how to update the general Schedule of Values tab. 

  1. Navigate to the project's Commitments tool.
  2. Under the Contracts tab, locate the purchase order or subcontract. 
  3. Click the Number link of the contract that you want to update.
  4. Complete the data entry in the General tab.  
     Important

    To update the Schedule of Values, a user must be designated as an invoice contact. See Add Invoice Contacts to a Purchase Order or Subcontract

  5. Under Schedule of Values, add line items by clicking the click here to add a link.
    These are the line items that your subcontractor will break down into more detail on the Subcontractor SOV.
  6. Add all of the line items associated with the commitment:
    • Change Event Line Item
      If the Change Events tool has been added to the project, select a related change event line item to link it to your commitment. If the Change Events tool has NOT been added, this column will NOT display in the Schedule of Values tab. 
    • Prime Line Item
      If the Change Events tool is disabled on the project, the Prime Line Item column appears in place of the 'Change Event Line Item' column. Select a related prime contract line item from the drop-down list.
       Note
      If you are adding a line item to to Subcontractor SOV that is NOT accounted for in the prime contract, select the Non-Budgeted option. 
    • Budget Code
      Select a budget code from the list or click Create Budget Code to create a new one. See What is a budget code?
    • Description
      Enter a description of the line item.
    • Tax Code
      Select a tax code associated with the line item. This field is only visible when the tax codes feature is enabled. See How can I use tax codes on a project?
    • Amount
      Enter the cost associated with the scope of work for the line item.
  7. Click Add Line Item to add additional line items, as necessary.
  8. Once you are done adding line items, do one of the following:

Update the Subcontractor SOV

Open the Breakdown Your Schedule of Values Invite

  1. Open the 'Breakdown your Schedule of Values for this Commitment' email message. 
     Tip
    Can't find the email message? Search your email program for an email message from procoretech.com. The subject line of the email is formatted as" "[Procore User Name] invites you to break down your Schedule of Values for this commitment.  
  2. Review the contents of this message. An example is pictured below.
    commitment-ssov-breakdown-invite.png
  3. Choose from these options:
    • Click the View Online link next to 'More Details' at the top or bottom of the email message. 
      OR
    • Click the Go to Procore button in the email message.  
       Notes
      • If you are not logged into Procore,  you will be required to enter your login credential before being redirected to the Subcontractor SOV tab in the appropriate commitment. 
      • If this is your first time logging in to Procore, you will first need to Join Procore from the Welcome to Procore Invite sent to you by your client.
      • If you unable to log in, see Why can't I log in to Procore?

Update the Subcontractor SOV

  1. Navigate to the project's Commitments tool. 
  2. Click the Contracts tab. 
  3. Locate the purchase order or subcontract to update. Then click its Number link. 
  4. In the invoice, click the Subcontractor SOV tab. 
  5. In the 'Subcontractor SOV' tab, click the Edit button.
    edit-subcontractor-sov.png
  6. For each item on the 'Subcontractor SOV' tab, you must add new line items to provide a detailed breakdown of how the 'Remaining to Allocate' amount will be allocated:
     sub-sov-remaining-to-allocate.png
    1. For each line item that you have to allocate, do the following.
      1. Click Add Line. 
      2. In the new line item, enter a description of the task performed or item cost. 
      3. In the Amount box, enter the dollar amount for the line item. 
      4. Continue adding line items until the 'Remaining To Allocate' value is $0.00. 
      5. Repeat the above steps to provide a detailed line-item breakdown for every budget code listed on the Subcontractor SOV.  See What is a budget code?
    2. When you have completed allocating all of the line items and the 'Remaining to Allocate' amount reads $0.00, you can click Submit. 
       Notes
      • The Submit button is dimmed and unavailable until the Remaining to Allocate fields in the Subcontractor SOV all read $0.00.
      • After you click the button, Procore changes the status of the Subcontractor SOV to Under Review. 
      • You will NOT be able to edit your submission unless the contractor changes the status of the Subcontractor SOV to Revise & Resubmit. 

 

If you would like to learn more about Procore's commitments software and how it can help your business, please visit our construction financials tool product page .